Job summary
The post holder will be a core member of the Sheffield Talking Therapies administration team providing comprehensive, effective, timely and efficient administrative support.
Working within policies and procedures, the post holder will manage their own workload and operate on their own initiative, seeking advice/support if required.
The post will be based at Wainwright Crescent S13 and Argyll House S11.
Main duties of the job
Work effectively as part of an administration team.
Ensure that all electronically held information is maintained in such a way that it is accessible to all relevant team members. Set up appropriate electronic filing systems to support this, ensuring filing systems and databases are kept up to date.
About us
We are passionate about providing the very best care to the people we support, and we're looking for amazing people who share this passion to join us.
What is it that makes our Trust such a special place to work? Well, it's all about the people. Our staff, service users, carers and families all come from such diverse backgrounds and all have expertise and stories to share.
It's important that you feel supported in your role, that the people who you work with are as passionate as you are and that your health and wellbeing is taken care of
If you're interested in developing your career, you'll have access to a range of training and education opportunities, including apprenticeships, work experience and placements, as well as the chance to get involved in research.
We are very proud of the difference we make to people's lives each and every day and if that's something that you'd like to be part of we'd love to have you with us.
Job description
Job responsibilities
To process referrals into the Service and appointment booking.
To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding.
To record telephone messages in writing and act promptly if urgent responses are needed.
To accurately collate and input data and produce statistics as and when required.
To maintain diaries, make appointments, arrange meetings etc. as and when required.
To take minutes/actions of meetings as and when required, including preparation and distribution of agenda and minutes/actions.
To undertake general office procedures including photocopying and the distribution/actioning of mail as required.
To implement and update office systems/procedures as required, in collaboration with the team.
To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet theneedsof the service.
To maintain strict confidentiality in all aspects of work in line with Trust policies and Data Protection Act.
To plan/organisework using own initiative within set departmental parameters.
To undertake any additional duties as appropriate and delegated by theBusiness & AdminManager.
Working days are Monday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service.
Job description
Job responsibilities
To process referrals into the Service and appointment booking.
To be responsible for answering and fielding telephone calls appropriately from a wide variety of sources where there may be barriers to understanding.
To record telephone messages in writing and act promptly if urgent responses are needed.
To accurately collate and input data and produce statistics as and when required.
To maintain diaries, make appointments, arrange meetings etc. as and when required.
To take minutes/actions of meetings as and when required, including preparation and distribution of agenda and minutes/actions.
To undertake general office procedures including photocopying and the distribution/actioning of mail as required.
To implement and update office systems/procedures as required, in collaboration with the team.
To work effectively as part of a team to provide cover for other administration staff when required and to be flexible regarding working hours to meet theneedsof the service.
To maintain strict confidentiality in all aspects of work in line with Trust policies and Data Protection Act.
To plan/organisework using own initiative within set departmental parameters.
To undertake any additional duties as appropriate and delegated by theBusiness & AdminManager.
Working days are Monday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service.
Person Specification
Knowledge & Skills
Essential
- Effectivecommunication skills with the capacity to communicate with clients with tact, sensitivity, empathy, reassurance and firmness.
- Skilled at using Microsoft Office,email and internet
- Capacityto prioritise and to progressa number oftasks despite interruptions constantly throughout the working day which regularly cause a change of task
- Written and presentation skills.
- Excellent understanding of clinical confidentiality and issues around maintaining confidential records.
- Ability to input and analyse databases and spreadsheets for planning, organisational and audit purposes.
Desirable
- Knowledge of booking systems software.
- Knowledge of the full range of trust policies and management procedures
- Knowledge of Health & Safety Act, Data Protection Act and other relevant legislation
Training & Qualifications
Essential
- GCSE in Maths and English(Grade C or above)
- NVQ Level II in Business Administration or equivalent.
Desirable
- Typing/word processing qualification or experience
- IT qualification equivalent to the competency level of ECDL/CLAIT etc.
Experience
Essential
- Experience of working in an office environment and carrying out general office/administrative procedures.
- Experience of liaison by telephone with a variety of people
- Experience of working with routine office equipment and systems
- Experience ofsupporting andminuting meetings.
Desirable
- Admin experience within an NHS department
- Evidenceof setting up and/or improving office systems.
- Experience of communicating with people who experience common mental health problems.
Other
Essential
- Ability to workMonday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service.
- Positive attitude to clients.
- Ability to work effectively within teams.
- Capacity to work unsupervised, taking initiative where appropriate and work to deadlines.
- Proactive, with effectiveproblem-solvingskills
- Ability to prioritise workload
- Well organised
Person Specification
Knowledge & Skills
Essential
- Effectivecommunication skills with the capacity to communicate with clients with tact, sensitivity, empathy, reassurance and firmness.
- Skilled at using Microsoft Office,email and internet
- Capacityto prioritise and to progressa number oftasks despite interruptions constantly throughout the working day which regularly cause a change of task
- Written and presentation skills.
- Excellent understanding of clinical confidentiality and issues around maintaining confidential records.
- Ability to input and analyse databases and spreadsheets for planning, organisational and audit purposes.
Desirable
- Knowledge of booking systems software.
- Knowledge of the full range of trust policies and management procedures
- Knowledge of Health & Safety Act, Data Protection Act and other relevant legislation
Training & Qualifications
Essential
- GCSE in Maths and English(Grade C or above)
- NVQ Level II in Business Administration or equivalent.
Desirable
- Typing/word processing qualification or experience
- IT qualification equivalent to the competency level of ECDL/CLAIT etc.
Experience
Essential
- Experience of working in an office environment and carrying out general office/administrative procedures.
- Experience of liaison by telephone with a variety of people
- Experience of working with routine office equipment and systems
- Experience ofsupporting andminuting meetings.
Desirable
- Admin experience within an NHS department
- Evidenceof setting up and/or improving office systems.
- Experience of communicating with people who experience common mental health problems.
Other
Essential
- Ability to workMonday to Friday with shifts starting from 8:30 am and finishing no later than 5:00 pm. However, early morning, evening and weekend work may be required to suit the demands of the service.
- Positive attitude to clients.
- Ability to work effectively within teams.
- Capacity to work unsupervised, taking initiative where appropriate and work to deadlines.
- Proactive, with effectiveproblem-solvingskills
- Ability to prioritise workload
- Well organised
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
